Administrative Assistant

Administrative AssistantThe Administrative Assistant in the Las Vegas office sits at the front and has varied responsibilities including receptionist duties, as well as, providing the office with administrative and project support. This is an in-office position.ResponsibilitiesWorking at the front desk answering the phone, greeting visitors and clientsManaging calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessaryMaintain kitchen and office supplies by tracking inventory, anticipating future needs, ordering as needed, and keeping supplies stockedOrdering catering for internal and external meetings as requested, including facilitating multiple catering orders, conference room set up and break downReceiving and processing office invoicesCoordinating FOB access, parking, and desk space for new hires and office visitorsManaging Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mailSchedule and arrange courier servicesCoordinating various building maintenance activities with property management company and internal facilities management teamCoordinating travel and completing monthly expense reports for practice as requestedAssist Project Managers with contract processes and preparing contract documents, request insurance certificatesAssist with producing plans, project manuals and reports (copying, printing and/or scanning documents) as neededAssist with the production of project submittals and agency/client deliveriesSupport project managers and team members as neededQualificationsProficiency with MS Office including Word, Excel, PowerPoint, Outlook, and AdobeStrong communication and interpersonal skills necessary for efficient and effective communication with co-workers, leaders, vendors and clients; including professional demeanor/phone voiceStrong writing, editing and proofreading skillsTeam player; Works well with different types of peopleStrong organizational skillsStrong attention to detail and ability to ability to multi-task and prioritize in a fast-paced environment while supporting multiple project managersAble to take a task from start to finish with minimal guidanceAbility to meet deadlines and schedulesOutstanding organizational and prioritization skills with ability to meet deadlinesAble to sit/stand for extended periods and bend/stoop/pull/push occasionallyLift or maneuver boxes up to 30 pounds, with or without accommodationMaintains a valid driver's license and reliable transportationOccasional driving to client offices will be requiredNote: Sit Stand desk is supplied to all employeesGeneral expectations needed to perform essential functions:Ability to learn new tasks and/or software programs quicklyProactive, self-motivated, ability to take initiative with tasks and projectsAble to anticipate needs and manage multiple, competing prioritiesAbility to endure a consistently demanding, fast paced and stressful work environmentAbility to respond quickly and efficiently to requests for assistanceAbility to understand the appropriate time required to complete tasks and the ability to concentrate and focus to complete those tasks efficientlyFlexibility to effectively deal with constant change and demands and ability to change focus quicklyRegular and reliable in-office attendance during assigned work hours, Monday – Friday, which are necessary for delivering on assignments and duties, providing coverage as a team and collaborating with clients and teammates. (The office's core work hours are 7:30 am - 5:30 pm Monday – Thursday and Friday, 7:30 am – 11:30 am.)Occasional need to shift regular hours to accommodate special eventsOccasional need to work overtime when necessary to meet deadlinesWhy Kimley-Horn?At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that's why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn's placement on the Fortune "100 Best Companies to Work" list for 19 years!Key Benefits at Kimley-HornExceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.Professional Development: Tuition reimbursement and extensive internal training programs.Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.